Operations Coordinator & Executive Assistant

Monarch Dentistry · London, Ontario · Full-time, on-site · Reports to the Chief Operating Officer

Starting Salary: $70,000 per year

About Monarch Dentistry

Monarch Dentistry is a multi-location dental group serving communities across Ontario. Our clinics are supported by a head-office team that keeps operations, finance and people processes running consistently across the network.

About the Role

We are hiring an Operations Coordinator & Executive Assistant to make sure that work across our clinics, once started, gets finished. Reporting to the Chief Operating Officer, you will own follow-up on dental office Operation and people processes, and keep the COO’s attention on the matters that require it.

The role is approximately 50% operations coordination and 50% executive support. You will work closely with the Regional Manager, clinic Office Managers, Bookkeeping, HR and Purchasing/IPAC. Travel to clinics and new-office sites is required.

What You Will Do

Multi-site operations coordination

• Maintain a central tracker of open items across all clinics, including repairs, equipment service, IT installs, vendor work, licensing and inspections, each with an owner, due date and next check-in.
• Follow up with vendors and contractors until dates are confirmed, and escalate when commitments slip..
• Maintain the master schedule of clinic hours, provider days and standing meetings.
• Collect and consolidate each office’s monthly operating figures, including production, collections, A/R aging, hygiene percentage and schedule utilization.

Finance and administrative follow-through

• Administer the write-off and adjustment approval queue: log, route, record decisions and confirm posting.
• Run weekly A/R aging reviews with office managers and track balances past 60 and 90 days.
• Keep provider payment and clinic document files organized, current and access-controlled.

People operations support

• Administer the performance review cycle, including scheduling, distributing forms, tracking completion and filing signed copies.
• Coordinate onboarding for new associates including paperwork, credentials, system access and orientation.
• Track certifications, licence renewals and mandatory training across the network.

Executive support

• Manage the COO’s calendar, meeting preparation and travel.
• Triage the COO’s inbox, resolving or redirecting what can be handled and escalating the rest with context.
• Take notes in leadership and manager meetings, circulate decisions with owners and deadlines, and follow up to closure.
• Prepare agendas, briefing notes and first drafts of internal communications.

Projects and new clinic openings

• Build and run opening checklists for new locations, covering fixtures, equipment, IT, signage, supplies, staffing, licensing and launch communications.
• Keep project timelines current and flag slippage early.
• Document current processes, draft standards and support their rollout to the offices.

What You Bring

• Three or more years coordinating operations or supporting executives in a multi-site business. Healthcare, dental backgrounds are all relevant.
• A proven record of owning follow-up with people who do not report to you.
• Strong written communication, with the ability to secure clear commitments by email.
• Comfort with numbers, including reading an A/R aging report, reconciling an invoice and identifying figures that look wrong.
• Advanced Excel, and confidence with Outlook, Teams and SharePoint.
• Discretion with confidential financial, patient and personnel information.

Considered an asset

• Dental practice management software (Dentrix, Tracker, ABELDent or similar) and familiarity with CDCP, ODSP and insurance billing.
• Experience administering a performance review cycle or HR documentation.
• Experience opening a new location.

A dental or clinical background is required, and we do not require a degree where the experience is demonstrated.

How to Apply

Submit your resume and a brief cover letter to [email protected]

Why Join Monarch Dentistry?

• Be part of a dynamic and growing dental organization.
• Opportunity to contribute directly to the success and growth of the company.
• Collaborative team culture with opportunities for professional growth.

Job Types: Full-time, Permanent

Pay: From $70,000.00 per year

Work Location: In person